The advisory committee will benefit your program by advising in the following areas:
|Which pathway; exit points and entrance points on the academic ladder|
|Development and Implementation|
|Curriculum development; skills needed in the workplace including essential skills|
|Supplies, professional development; workbased learning opportunities, career development|
|Graduates, program effectiveness|
|Stackable credentials, modification of existing curriculum; emerging occupations|
Each partnership and/or business advisory committee will need to decide its own structure.
Use Resource 6.2 for discussion of the structure of your committee.
Use Resource 6.3 to plan the roles and responsibilities of your officers.
Use Resource 6.5 to rate potential business members.
Use Resource 6.6 to inventory nonvoting or consulting members by job classification.
Resource 6.8 is a sample letter requesting membership.
Resource 6.9 is a sample letter releasing membership.
The committee's success will depend to a large extent on how well members understand their roles at the first meeting they attend. All members should be regularly provided with information relative to the committee's purpose, function, structure, and goals as expressed in the committee's work plan. New business members need to understand the following:
Use Resource 6.10 to list items to be included in orientation of new members.
See Resource 6.11A for sample bylaws.
Use Resource 6.11B to formalize the structure of your committee.
Advisory committees should strive to streamline meetings. Business members will balk and drop out if they perceive that you are wasting their time. Providing materials for review in advance can ensure that meeting time is reserved for important discussions and decision-making. Tours and lectures should not be scheduled during regular meetings.
Use Resource 6.13 to list ways to streamline your meetings.
The committee should establish meeting ground rules. These rules could include the following:
Use Resource 6.14 to develop ground rules for your meetings.
Use Resource 6.15 to evaluate the effectiveness of your meetings.
Organized meetings are one of the keys to a successful advisory committee. Establishing a meeting schedule at the beginning of the academic year will allow committee members to plan their calendars accordingly.
Use Resource 6.16 to plan your meeting schedule for the year.
The following graphic shows the steps that should be taken in communicating with members about meetings, before and after.
Resource 6.17 is a sample "save the date" notice.
Resource 6.18 is a sample invitation letter.
Resource 6.19 is a sample thank you letter to participants.
Resource 6.20 is a sample thank you letter to non-participants.
Use Resource 6.21 to help you track meeting correspondence.
Resource 6.22 lists sample agenda items and provides a sample agenda.
Date of Meeting:
Members present: (List)
Members absent: (List)
Others present: (List)
Call to order—Committee Chair Keith Johnson called the meeting to order at 7:00 a.m. and expressed appreciation for attendance and participation. Johnson stressed the importance of the committee's continuing support and assistance on developing career ladders with industry recognized credentials. Dr. Jane Doe, College President, greeted the committee. She stressed the college's work in the addition of more certifications.
Minutes—Minutes of the last meeting were approved as submitted.
Unfinished business—No unfinished business was brought before the committee.
New business—Chair Johnson asked the committee to make suggestions concerning "What entry-level certifications are needed by industry?" Ben Martinez indicated that a computer background would be helpful for employees. Eva Johnson further emphasized the need for computer training. She indicated that a job applicant with computer knowledge has an advantage. It was the consensus of the committee that expanded computer training should be added to the program as soon as possible. The chair was asked to appoint a subcommittee to investigate several kinds of computers and software for possible purchase. It was agreed that the subcommittee would report to the committee at the next meeting.
Adjournment: The meeting was adjourned at 8:15 a.m.
Resource 6.23 is a template for taking meeting minutes.
|Impact documents||One-page snapshots that keep the committee updated on current events||Informal; compact, typically one page, shared through email or posted on website||Internal press releases (example: Resource 6.24B); updates on new activities, processes, and/or results|
|Periodic highlights||These are one-page summaries of major activities and accomplishments during a specific time period. The person who writes the highlights should be careful in distinguishing between confirmed results and anticipated or projected results.||Typically one-page; covers a time period (month or semester)||Summary of major activities or accomplishment|
(See Resource 6.24A for a sample.)
|The report does not need to be lengthy. Information from the periodic highlights can be used as the basis for the annual report. Be sure to include general student outcome data (how many students are in the pathway, how many graduated, etc.).||Concise information on significant program and committee accomplishments||Disseminate to members and the community|
|Newsletters||Impact documents such as periodic highlights and annual reports can be distributed in the form of newsletters. Assembly and layout of the newsletters could be assigned as student projects|
Use Resource 6.25 to develop communication strategies for your committee.
|Using Technology for Communication|
|Blogs||A blog is an online journal that you share with other people. People can post entries and others can read, write, or edit this journal. You can develop a blog for your existing website or there are several sites that offer free blog hosting.||
|Collaborating and file sharing||Allows you to create and share your work online. Applications include documents, spreadsheets and presentations. You can upload from and save to your desktop, edit anytime and from anywhere, and choose who can access your documents.||
|Groups and listservs/email||The Internet provides a fast and efficient medium for communication between committee members and for committee management. Groups allow groups of people have discussions about common interests. Groups can discuss, upload, and share files.||
|Meeting schedulers and invitations||A meeting schedule is an online productivity tool that allows you to arrange and schedule meetings (and other events). Usually the tool sends out invitations to participants proposing times; summarizes their responses; updates you on the results; sends confirmations and reminders prior to meetings.||
|Online surveys, polls, and registrations||You can create and publish customized surveys in a short amount of time. You send out invitations to the survey via email and the participants can go online to take the survey. Services allow you to collect, sort, and analyze the responds. This would be an excellent tool to survey your business partners on hiring trends, skills need, or just about anything related to information that you need from them.||
www.google.com (Google Docs and Forms)
|Podcasting||Podcast is a buzzword to describe downloading audio or video files from the Internet to a portable device (IPod or MP3 player). You might wish to video a meeting or a workshop so that others who could not attend can see it in a podcast form.||www.mypodcast.com|
|RSS news feeds||RSS stands for Really Simple Syndication. It's an easy way for you to keep up with news and information that's important to you, and helps you avoid the conventional methods of browsing or searching for information on websites.||
|Social networks||A social network site is an online community of people who have a common interest. Your advisory committee could build a profile (who, what, where, why) and then share files, have a discussion, and even have subgroups (subcommittees).||
|Teleconference||Teleconference is a telephone between participants in two or more locations. Teleconferences are similar to telephone calls, but they can expand discussion to more than two people. This works well for small subcommittee meetings.||
|Text messaging||Texting is the common term for sending a brief text message over cell phones. This would be a great way to remind someone of a meeting on the day of the meeting.||Individual cell phone plans|
|Video sharing/video blogging||Allows you to post and download videos.||www.youtube.com|
|Web conferencing or videoconferencing and VOIP||Web conferencing tools allow you to meet online rather than in a conference room. A webinar is a neologism to describe a specific type of web conference. It is typically one-way, from the speaker to the audience with limited audience interaction, such as in a webcast. A webinar can be collaborative and include polling and question-and-answer sessions to allow full participation between the audience and the presenter. VOIP technology allows you to make telephone calls over the Internet (converts voice signals into data streams that are sent over the Internet and converted back to audio by the recipient's computer).||
If the program has a link on the institution's website, the committee should be able to make good use of it. Ideally, it
would provide at least two links:
Public access link—This link would lead the viewer to information that is of interest to the public, such as general information on the program and the activities of the committee.
"Committee members only" link—This link would provide a connection point for committee and subcommittee members. This is the equivalent of the "back office" area reserved (by password protection) exclusively for authorized personnel.
Check with your institution
|Wikis||A wiki is basically a website that allows everyone who registers to add and change content. The most common wiki application is Wikipedia, an online encyclopedia. Wikis are easy to use as all you need is a computer, a web browser, and an Internet connection—no software, no website skills—to begin having very interactive communications with many people simultaneously.||
Use Resource 6.26 to brainstorm how your committee will show appreciation.
Use Resource 6.27 to develop objectives for your committee's program of work.
It is common to assign subcommittees to program-of-work categories or objectives.
Use Resource 6.28 to develop objectives for your subcommittees' program(s) of work.
Career Pathways review—The ultimate measure of the effectiveness of the pathway is its ability to place highly qualified graduates into the workforce. Evaluation data that should be examined includes the following:
An evaluation can help the committee determine:
In addition to assessing the program of work, advisory committees should make sure the management of their committees is not a barrier to success. The two key components of any successful advisory committee are effective people and effective processes.
Help—No one comes to meetings!
Perhaps you have the right players but no one seems to know what to do.
Resource 6.32 lists questions to bring to the table for earnest conversation.
Use Resource 6.33 to brainstorm how your committee will show appreciation.
The biggest sustainability factor for any committee is empowerment. You empower your committee by carrying out the following tasks: